CC 2014-02-25_08.h. Award Contract for N Rena Sewer RelocationTO:
FROM:
BY:
MEMORANDUM
CITY COUNCIL
GEOFF ENGLISH, PUBLIC WORKS DIRECTOR
MIKE LINN, ASSISTANT CITY ENGINEER fly
SUBJECT: CONSIDERATION OF AN AWARD OF CONTRACT TO CALPORTLAND
CONSTRUCTION FOR THE NORTH RENA SEWER RELOCATION
PROJECT, PW 2014-06
DATE: FEBRUARY 25, 2014
RECOMMENDATION:
It is recommended the City Council:
1. Award a contract for the North Rena Sewer Relocation Project to CalPortland
Construction in the amount of $78, 119;
2. Authorize the City Manager to approve change orders for 10% of the contract
amount, $7,812 for unanticipated costs during the construction phase of the
project (total construction costs= $78, 119 + $7,812 = $85,931 );
3. Appropriate $44,000 from the Sewer Fund for the project; and
4. Direct the City Clerk to file a Notice of Exemption.
)
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The project budget currently includes $66,000 for the subject project. The lowest
responsive bid of $78, 119 exceeds the Engineer's Estimate of $56,000. Staff estimates
the project costs as follows:
Design (Consultant)
Construction
Construction Contingencies (10%)
Contract Administration (-5%)
Inspection Services (-5%)
Projected Total
$8,245
$78,119
$7,812
$3,900
$3,900
$101,976
Item 8.h. - Page 1
CITY COUNCIL
CONSIDERATION OF AN AWARD OF CONTRACT TO CALPORTLAND CONSTRUCTION
FOR THE NORTH RENA SEWER RELOCATION PROJECT PW 2014-06
FEBRUARY 25, 2014
PAGE 2
Staff is requesting the authorization to allocate an additional $44,000 from the Sewer
Fund to cover the additional projected expenses. Staff does not anticipate using this
full amount and funds not used for potential cost over-runs will be returned to the Sewer
Fund.
BACKGROUND:
The Police Station Remodel Project was advertised to bid on March 4, 2014. During the
design phase, it was discovered that an existing sewer main is sited adjacent to the
south side of the existing Police Station, directly in the new footprint for the Police
Station Remodel Project. To avoid future maintenance issues, relocation of the existing
sewer main was determined to be necessary prior to the Police Station construction.
Water Systems Consulting (WSC), was contracted to prepare the design. WSC
completed the design and the Engineering Division administered the advertisement and
collection of construction bids.
The scope of work involves the abandonment of the existing sewer line at North Rena
Street. A new 8" PVC sewer main will then be constructed southward along North Rena
to connect to an existing sewer main on East Grand Avenue. The work also includes
connection of Police Station sewer laterals, associated manholes and appurtenances,
and asphalt trench patching.
ANALYSIS OF ISSUES:
On February 11, 2014, ten bids were opened for the North Rena Sewer Relocation
Project. The lowest bid, from CalPortland Cosntruction, was in the amount of $78, 119.
Staff has determined the bid to be responsive and recommends the award of a
construction contract to Cal Portland Construction in the amount of $78, 119. The
contract time is 30 calendar days and all work must be complete before the mobilization
of the Police Station Remodel contractor. Work is expected to begin in mid-March and
complete by mid-April.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
1. Approve staff's recommendations to award a construction contract to Calportland
Construction, Inc. for the North Rena Sewer Relocation Project and allocate an
additional $44,000 from the Sewer Fund towards the project budget;
2. Do not award a construction contract for the project; or
3. Provide direction to staff.
ADVANTAGES:
Construction of a permanent structure over a live sewer utility is always discouraged as
it complicates future maintenance and repairs in the event of failure. Relocation of the
sewer main will eliminate this concern. It will also provide new sewer infrastructure at
Rena Street.
Item 8.h. - Page 2
CITY COUNCIL
CONSIDERATION OF AN AWARD OF CONTRACT TO CALPORTLAND CONSTRUCTION
FOR THE NORTH RENA SEWER RELOCATION PROJECT PW 2014-06
FEBRUARY 25, 2014
PAGE3
DISADVANTAGES:
There construction timeline is tight and all work must be complete prior to mobilization
of the Police Station Remodel contractor to avoid any delays to the project.
ENVIRONMENTAL REVIEW:
The project is categorically exempt from CEQA pursuant to Section 15301(b).
PUBLIC NOTIFICATION AND COMMENTS:
The agenda was posted at City Hall on Thursday, February 20, 2014. The agenda and
staff report was posted on the City's website on Friday, February 21, 2014. No public
comments were received as of the time of preparation of this report.
Attachment:
1. Bid Tabulations
2. Notice of Exemption
Item 8.h. - Page 3
BID OPENING LOG SHEET
CITY OF ARROYO GRANDE
Attachment No. 1
DEADLINE: FEBRUARY 11, 2014 -2:00 PM
N. RENA STREET SEWER RELOCATION PROJECT-#2014-06
ENGINEER'S ESTIMATE $56,000
SUBMITTED BY:
Butch Pope Construction
Arroyo Grande, CA
R. Baker, Inc.
Arroyo Grande, CA
Cooks and Son, Inc.
· Santa Maria, CA
0-Kal Engineering, Inc.
San Luis Obispo, CA
R. Burke Corporation
San Luis Obispo, CA
CalPortland Construction
Santa Maria, CA
John Madonna Construction Co. Inc.
San Luis Obispo, CA
Dechance Construction Co., Inc.
Arroyo Grande, CA
Crandall Construction
Nipomo, CA.
Pacific Coast Excavation, Inc.
Santa Maria, CA
Deputy City Clerk
c: Director of Community Development
Assistant City Engineer
City Manager
TOTAL
$113,829.00
$107,846.00
$79,598.00
$116,209.00
$132,373.00
$78,118.60
$123,561.00
$108,070.00
$106,020.00
$107,082.00
J
Item 8.h. - Page 4
Attachment No. 2
Notice of Exemption
To: Office of Planning and Research
1440 Tenth Street, Room 121
Sacramento, CA 95814
l!1 County Clerk
County of San Luis Obispo
County Government Center
San Luis Obispo, CA 93408
From: (Public Agency) City of Arroyo Grande
300 East Branch Street
Arroyo Grande, CA 93420
Project Title: North Rena Sewer Relocation Project. PW 2014-06
Project Location· Specific: North Rena Street. between Bennett Street and East Grand Avenue
Project Location -City: A"oyo Grande Project Location -County: San Luis Obispo
Description of Project: Install 380 LF of 8" PVC sewer main. manholes. connection of sewer laterals
and abandonment of an existing sewer main along North Rena Street.
Name of Public Agency Approving Project: City of A"oyo Grande -Public Works Department
Name of Person or Agency Carrying Out Project: ----=G'""'e'""'o ...... ff __ E=n ..... g ..... li=sh"'-----------
Exempt Status: (check one)
D Ministerial (Section 12080(b)(1); 15268);
D Declared Emergency (Sec. 21080(b)(3); 15269(a));
D Emergency Project (Sec. 21080(b)(4); 15269(b)(c));
l!1 Categorical Exemption. State type and section number: ~S~ec~t_io~n_1~5 __ 3~0~1-<b~) ___________ _
D Statutory Exemptions. State code number: -----------------------
Reasons Why Project Is Exempt: The existing sewer main is within the footprint of a planned Police
Building Addition. The City is relocating the main to avoid the conflict and enable future maintenance.
Lead Agency
Contact Person: Michael Linn. P.E. Area CodefTelephone/Extension: (805) 473-5444
If filed by Applicant:
1. Attach a certified document of exemption finding.
2. Has a Notice of Exemption been filed by the public agency approving the project? l!1 Yes D No
Signature: -------------
Geoff English
Public Works Director
l!1 Signed by Lead Agency
D Signed by Applicant
D
Date: -------
Date received for filing at OPR:
Item 8.h. - Page 5
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